documentation guide for wvoasis transactions guide rev. 9-05-2017.pdfdocumentation guide for wvoasis...
TRANSCRIPT
Based on Personnel Action and Personnel Action Reason Codes Rev. 5/23/2017
**Grey boxes in the PART codes means there is no PART code required**
Documentation Guide
For wvOASIS TransactionsBy: Personnel Transaction Review
Revision: 9/05/2017
Disclaimer: Subject to revision as necessary. Documentation guide is only a tool and while it will cover "most" cases, DOP reserves the right to request additional
information not listed in this guide as needed.
1 of 16
PACT
Code
General Objective PART
Code
PART Code Description Mandatory
StatusRequirements:
CLE Classified Exempt
Appointment
A
STA Statuatory Appointment ACLN Classified Non Exempt
Appointment
A
EXE Exempt Elected Officer APRV Provisional Appointment A
1) Job posting
2) Application
3) Register - approving provisional appointment
PTP Part-Time Professional AHSR Hired Standard A
HAB Hire Above Entry APRC Preference Appointment A
POR Provisional to Original AHAM Hire Above Market Rate A 1) Must be future dated
2) Job posting
3) Certification memo
4) Application, Degrees, and Licenses
5) Register
6) Justification Memo for Above Market Rate A 1) Must be on the Saturday that starts the Pay
Period
2) Job posting
3) Certification memo
4) Application, Degrees, and Licenses
5) Register
6) Must have worked within two weeks prior to
the TEMPOR From date
CLE Classified Exempt
Appointment
A"Contact Class and Compensation"
ORIGL Original Appointment/New Hire 1) Must be future dated
2) Job posting
3) Certification memo
4) Application, Degrees, and Licenses
5) Register
TMPOR Temp to Original Appointment
1. Hire Documents. (Page 1)
**Unless hiring a temporary employee
to an Classified Exempt Appointment,
there will be no PART Code for this
transaction.**
"Contact Class and Compensation"
2 of 16
PACT
Code
General Objective PART
Code
PART Code Description Mandatory
StatusRequirements:
PPE Employee did not complete
probationary period before
resignation
A 1) Only use if a probationary employee is being
hired into a new title within their current
agency/division/ or facility
2) Must be future dated
3) Certification memo
4) Application, Degrees, and Licenses
5) Register
6) Job Posting
REI Reinstate A 1) Only to be used in association with a grievance
decision/ settlement/ or court order Same
backup as "REHIR-PRC"
PRC Preference Appointment A
REC Recall A
HSR Hire Standard A
COV From a non DOP covered
HAB Hire Above Entry A
HAM Hire Above Market Rate A1) Must be future dated
2) Job posting
3) Application, Degrees, and Licenses
4) Register
5) Justification Memo for the Above Market Rate
CLN Classified Non Exempt
Appointment
A"Contact Class and Compensation"
CLE Classified Exempt
Appointment
A"Contact Class and Compensation"
POR Provisional to Original A "Refer to TEMPOR"
REHIR Rehire Permanent
1. Hire Documents. (Page 2)
1) Must be future dated
2) Job posting
3) Application, Degrees, and Licenses
4) Register
3 of 16
PACT
Code
General Objective PART
Code
PART Code Description Mandatory
StatusRequirements:
REI Reinstate A Refer to REHIR - REIPRC Preference Appointment A
REC Recall AHSR Hired Standard AHAB Hired Above Entry A
HAM Hired Above Market Rate A "Refer to REHIR - HAM"CLE Classified Exempt
Appointment
A"Contact Class and Compensation"
CLN Classified Non-Exempt
Appointment
A"Contact Class and Compensation"
STA Statuatory Appointment A "Contact Class and Compensation"PPE Employee did not complete
Probationary Period before
resignation
A
"Refer to REHIR - PPE"
NMA New Multiple Appointment A "Contact CPU"
STA Statuatory Appointment A "Contact CPU"
MULTP Multiple Appointment Per DiemNMA New Multiple Appointment P
"Contact CPU"
MULTTMultiple Appointment
TemporaryNMA New Multiple Appointment M
"Contact CPU"
PERORPer Diem to Original
AppointmentA
"Refer to TEMPOR"
TEMPD Per Diem Hire P 1) Must be future dated
REHIP Rehire Per Diem P 1) Must be future dated
ORIGRRehire of Employee with no
record in OASIS
Multiple Appointment
PermanentMULTI
1. Hire Documents. (Page 3)
Refer to REHIR - HSR
4 of 16
PACT
Code
General Objective PART
Code
PART Code Description Mandatory
StatusRequirements:
4GI Temporary Governor's Intern M1) Must be future dated
2) Temporary Agreement Form
3) 3.0 GPA or higher on unofficial transcripts
4) Two reference letters
SEA Temporary Seasonal 1733
Hours
M
1) Must be future dated
2) Can only be used by DNR, Tourism, or Forestry
1K Temporary 1000 Hours M 1) Must be future dated
2) Temporary Agreement Form
4GI Temporary Governor's Intern M"Refer to TEMPS - 4GI"
SEA Temporary Seasonal1733
Hours
M"Refer to TEMPS - SEA"
1K Temporary 1000 Hours M "Refer to TEMPS - 1K"
Temporary Hire
REHIT Rehire Temporary
2. Temp Hire Documents. (Page 1)
TEMPS
5 of 16
PACT
CodeGeneral Objective PART
Code
PART Code Description Mandatory
StatusRequirements:
MED Medical Leave A 1) New Physician's Statement per occurrence
*Redacted*
2) Signed Leave Slip or leave approval memo
3) Notification of going off payroll
4) Leave of Absence Cover Sheet
5) Kronos Time Sheet from LDW to LDP
PAR Parental Leave A 1) Leave of Absence Cover Sheet
2) Notification of going off payroll
3) Signed leave slip or leave approval memo
4) Kronos Time Sheet from LDW to LDP
5) Physician's Statement *Redacted*
FML FMLA Leave A 1) Physician's Statement *Redacted*
2) Signed leave slip or leave approval memo
3) Notification of going off payroll
4) Leave of Absence Cover Sheet
5) Kronos Time Sheet from LDW to LDP
PER Personal Leave A
EDU Educational Leave A
MPU Military Unpaid Leave A 1) Military Orders.
2) Signed leave slip or leave approval memo.
3) Leave of Absence Cover Sheet.
4) Notification of going off payroll.
5) Kronos Time Sheet from LDW to LDPWC Worker's Compensation A 1) Zurich letter with start date of benefits.
2) Leave of Absence Cover Sheet.
3) Kronos Time Sheet from LDW to LDPUNA Unauthorized Leave A 1) Unauthorized leave memo / letter.
2) Leave of Absence Cover Sheet.
3) Kronos Time Sheet from LDW to LDP
1) Signed leave slip or leave approval memo
2) Notification of going off payroll
3) Leave of Absence Cover Sheet
4) Kronos Time Sheet from LDW to LDP
3. Off Payroll Documents. (Page 1)
LOA Leave of Absence
6 of 16
PACT
Code
General Objective PART
Code
PART Code Description Mandatory
StatusRequirements:
MED Medical Leave A1) New Physician's Statement per occurrence
*Redacted*
2) Signed Leave Slip or leave approval memo
3) Notification of going off payroll
4) Leave of Absence Cover Sheet
5) Progression Date Calculator
6) Kronos Time Sheets for LDW to LDP and LR
PAR Parental Leave A 1) Employee must have worked 12 weeks
2) Leave of Absence Cover Sheet
3) Notification of going off payroll
4) Signed leave slip or leave approval memo
5) Progression Date Calculator
6) Physician's Statment *Redacted*
7) Kronos Time Sheets for LDW to LDP and LR
FML FMLA Leave A1) Physician's Statement *Redacted*
2) Signed leave slip or leave approval memo
3) Notification of going off payroll
4) Leave of Absence Cover Sheet
5) Progression Date Calculator
6) Kronos Time Sheets for LDW to LDP and LR
PER Personal Leave A
EDU Educational Leave A
LOASDLeave of Absence Same Day
*Continued on next page*
1) Signed leave slip or leave approval memo
2) Notification of going off payroll
3) Leave of Absence Cover Sheet
4) Progression Date Calculator
5) Kronos Time Sheets for LDW to LDP and LR
3. Off Payroll Documents. (Page 2)
7 of 16
PACT
Code
General Objective PART
Code
PART Code Description Mandatory
StatusRequirements:
MPU Military Unpaid Leave A1) Military Orders
2) Signed leave slip or leave approval memo
3) Leave of Absence Cover Sheet
4) Notification of going off payroll
5) Progression Date Calculator
6) Kronos Time Sheets for LDW to LDP and LR
UNA Unauthorized Leave A1) Unauthorized leave memo
2) Leave of Absence Cover Sheet
3) Progression Date Calculator
4) Kronos Time Sheets for LDW to LDP and LR
MIS Misconduct A
PRF Poor Performance A
ABS Absenteeism A
LIC License Revoked A
OTH Other A
INV Pending Investigation A
LVRTN Leave ReturnA 1) Progression Date Calculator
2) Time Sheet Showing Return
LOASD
Leave of Absence Same Day
*More options on previous
page*
3. Off Payroll Documents. (Page 3)
SUSPD Suspension
1) Leave of Absence Cover Sheet
2) Suspension letter
3) Time Sheet(s) covering the time span of the
suspension
8 of 16
PACT
Code
General Objective PART
Code
PART Code Description Mandatory
StatusRequirements:
TRNP Transition to Positive Pay
H 1) Does not flow through DOP
2) Date is the start of the pay period in which the
last day worked was in
3) Only needed for Salary employees and
employees whose Pay Rule Time Code starts with
an "E" Must be completed in current or Future
Dated - Start of a pay period pay period,
otherwise contact CPU
ATE Terminate at Will (of the
Employee)
H
ATW Terminate at Will (of the
Employer)
H
DEATH Death of Employee D 1) Separation Cover Sheet
EMP Other Employment V
LOA Leave of Absence V
PSL Personal Reasons V
MOV Relocation V
LHD Local Health Department V
SCH Return to School V
ROR Resigned Other Reasons V
DBS Resignation Disability V1) Separation Cover Sheet
2) Resignation/ Retirement Letter
3) Disability Award Letter, Physician's statement
*Redacted* showing employee cannot return to
work, or Social Security Disability award letter
RESGN Resignation
Transition
4. Separation Documents. (Page 1)
1) Separation Cover Sheet
2) Progression Date Calculator
3) Final Kronos time sheet (unless Future Dated -
Start of a pay period TRSN From Date)
4) Resignation/Retirement/Dismissal Letter
1) Separation Cover Sheet
2) Resignation Letter
TRSN
9 of 16
PACT
Code
General Objective PART
Code
PART Code Description Mandatory
StatusRequirements:
LOA Leave of Absence R
REG Regular Retirement R
DIS Disability Retirement R1) Separation Cover Sheet
2) Resignation/Retirement Letter
3) Disability Award Letter, Physician's statement
*Redacted* showing employee cannot return to
work, or Social Security Disability award letter
DOR Dismissal Other Reasons T
MCN Misconduct T
GRO Gross Misconduct T
DPP Poor Performance T
DAB Absenteeism T
DLR License Revoked T
ABD Job Abandonment T
WRP Lack of Work Payout LV T
WRA Lack of Work Applied LV T
FNP Lack of Funds Payout LV T
FNA Lack of Funds Applied LV T
TEM Terminate Temp Employee V 1) Detailed Notes on ESMT
2) Must include Last day worked
RFS Refused Job/ Did not Report V
EWO Employer Withdraw Offer V
1) Detailed Notes on ESMT
1) Separation Cover Sheet
2) Dismissal LetterDISMS
Terminate TemporaryTERMT
LAYOF Layoff 1) Separation Cover Sheet
2) Layoff Letter
1) Separation Cover Sheet
2) Retirement Letter
RETRE Retirement
Dismissal
4. Separation Documents. (Page 2)
10 of 16
PACT
Code
General Objective PART
Code
PART Code Description Mandatory
StatusRequirements:
ATB Across the Board A
SPD State Personnel Board
Remove Temporary Increase
A
SPU State Personnel Board
Temporary Increase
A
EQY Pay Equity (Not PPP) A
LEG Legislated A
COR Correcting Error in salary A
SAD Downgrade A
SAP Promotion A
PPD Pay Plan Policy Decrease A
PPI Pay Plan Policy Increase A
PT1 Pay Plan Policy Increase -
Temp
A
PT2 Pay Plan Policy Decrease -
Temp
A
SAU Personnel Board Permanent
Increase
A
TEN Tenure APAT Salary Adjustment for
Temporary
M
SAD Downgrade MCOR Correcting Error in salary MOBS Other State Boards MSAG Board Of Governors M
SALAN Salary Advancement SAM Salary Advancement A
1) Future Dated - Start of a pay period
2)Approval memo from Governor's Office
3) Most Recent EPA 3 (within past 12 months)
4) DOP Hourly Rate Calculator
SADJ
1) DOP Hourly Rate Calculator
2) Detailed Notes on ESMT
3) Class and Compensation may require
additional information, contact them as
necessary
5. Salary Adjustment Documents. (Page 1)
Salary Adjustment
1) DOP Hourly Rate Calculator
2) Detailed Notes on ESMT SADJT
Salary Adjustment Temporary
Employee
11 of 16
PACT
Code
General Objective PART
Code
PART Code Description Mandatory
StatusRequirements:
RMP Reduced to Minimum Pay AABV Promotion Above Entry ASTD Promotion Standard Pay
Rules
A
WIN Transfer within Department A
PRJ Demotion with Prejudice A 1) Notification letter to employee
2) Application *Employee must qualify for new
title*
3) Detailed Notes on ESMT DMS Demotion and Salary Adj. AVOL Demotion without Prejudice A
WIN Transfer within Department A
TMPUPTemporary Classification
Upgrade
A 1) Future Dated - Start of a pay period
2) Upgrade Letter signed by employee
3) Detailed Notes on ESMT for reason for
Temporary Upgrade
4) Application
TMPDNDowngrade of Temporary
UpgradeA
1) Future Dated - Start of a pay period
SAD Salary Adjustment
Downgrade
A 1) Future Dated - Start of a pay period
2) Job Posting
3) Application
4) Employee Memo notifying them of change in
Title and reduction in Salary
5) Detailed Notes on ESMT SAU Salary Adjustment Upgrade A
WIN Transfer within Department A
LATRL Lateral Change
1) Future Dated - Start of a pay period
2) Job Posting
3) Application
4) Detailed Notes on ESMT
6. Status Changes. (Page 1)
1) Future Dated - Start of a pay period
2) Application
3) Job Posting
4) Detailed Notes on ESMT
1) Future Dated - Start of a pay period
2) Job Posting
3) Application
4) Detailed Notes on ESMT
DEMOT Demotion
PROMT Promotion
12 of 16
PACT
CodeGeneral Objective PART
Code
PART Code Description Mandatory
StatusRequirements:
SAD Salary Adjustment
Downgrade
M
SAU Salary Adjustment Upgrade M
DEM Demotion ADMS Demotion and Salary Adj. APRO Promotion A 1) "See PROMT"
2) Verification of No Preference CandidateLAT Lateral Change ALSA Lateral Change & Salary Adj. A
COV From non-DOP Covered
position to DOP Covered
Position
A 1) Future Dated - start of pay period
2) Job Posting
3) Application
4) Verification of No Preference Candidate
*If Original Appointment* Must provide 5 + 6
5) Register
6) Cert MemoCLE Classified Exempt
Appointment
A"Contact Class and Compensation"
PRS Promotion & Salary Adj. A 1) Future Dated - start of pay period
2) Job Posting
3) Application
4) Verification of No Preference Candidate
5) Detailed Notes on ESMT HBL House Bill Legislation A 1) Note House Bill Number on ESMT SBL Senate Bill Legislation A 1) Note Senate Bill Number on ESMT
REO Reorganization Within
Cabinet
A
TIL Transfer in Legislation AEXO Executive Order A 1) Executive Order signed by the Governor
ATOL Transfer out Per Legislation. A
*Special Use Only: Contact DOP before use*
6. Status Changes. (Page 2)
LATRT Lateral Change for Temporary1) Future dated - Start of a pay period
2) Detailed Notes on ESMT
1) "See DEMOT"
2) Verification of No Preference Candidate
1) "See LATRL"
2) Verification of No Preference Candidate
"Contact CPU"TRANOTransfer Permanent Employee
Out to a Different Department
TRANITransfer Permanent Employee
in from Different Department
13 of 16
PACT
CodeGeneral Objective PART
Code
PART Code Description Mandatory
StatusRequirements:
A 1) Page 1 of the Position Description form signed
by Class & Comp
2) Reallocation Letter from Class and Comp
3) Application, Degrees, and Licenses
4) Future Dated - Start of Pay Period LEG DNR Use Only A 1) Application, Degrees, and Licenses
2) Future Dated - Start or Pay Period
LDD Light Duty Downgrade A
LDU Light Duty Upgrade A
LDR Light Duty Reversal A
RECLS ReclassificationA 1) Application, Degrees, and Licenses
2) Future Dated - Start of Pay Period
NPS No Posting A "Contact Class and Compensation"
POS Posting A 1) Job Posting
2) Future Dated - Start of Pay Period
FTECDFTE Correction Decrease
Permanent Employee
A 1) Memo or Email from Employee requesting
reduction in hours, or a physician's order *Must
clearly list hours per week requested*
2) Future Dated - Start of Pay Period
FTECIFTE Correction Increase
Permanent Employee
A 1) Future Dated - Start of Pay Period
2) Job Posting from hire/promotion to position
employee is currently in
FTEPDFTE Correction Decrease Per
Diem EmployeeP
FTEPIFTE Correction Increase Per
Diem EmployeeP
FTETDFTE Correction Decrease
Temporary EmployeeM
FTETIFTE Correction Increase
Temporary EmployeeM
STAPTContsitutional Officer/
Statuatory AppointmentsA "Contact Class and Compensation"
1) Future Dated - Start of a pay Period
REALL Reallocation
1) Work Accomodation Letter
2) Contact DOP - Personnel Transaction Review
Prior to Use.
6. Status Changes. (Page 3)
UNITC Unit Code Change
14 of 16
PACT
CodeGeneral Objective PART
Code
PART Code Description Mandatory
StatusRequirements:
AMEND Amend Effective Date A
AMNDP Amend Effective Date Per DiemP
AMNDT Amend Effective Date Temp M
AFFIL Affiliation A 1) House/Senate Bill or Executive Order
CIVSC Civil Service Code Change A 1) Detailed Notes on ESMT
DATFXData Elements Fix Only (PRE GO-
LIVE Only)"Contact CPU"
PFC Position FLSA Correction A
INJ Court Ordered Temporary
Injunction
A
SAU Salary Adjustment Upgrade A
INC Change all Progression Dates
and Increment Amount
A
PBL Change all progression dates
with no Increment Amount
Change
A
OADTC Original Appointment Date
Correction
1) Date can be moved back in time, but never
forward
2) Verification of prior state service
3) Contact CPU
PAYCH Pay Class Changes A "Contact CPU"
PAYCTPay Class Changes for
Temporary
M"Contact CPU"
INCSV Increment Service Date Update
7. Miscellaneous. (Page 1)
1) Progression Date Calculator
2) Employment verifications for every agency
employee has worked for previously
3) Must be on the Saturday that is the start of the
current pay period or a future pay period
FLSA FLSA Status Update Only
1) PSMT Must be processed first *Contact Class
and Compensation*
2) Detailed Notes on ESMT
1) Forward From Date should be the date
employee first physically reported to work
2) Detailed Notes on ESMT
15 of 16
PACT
CodeGeneral Objective PART
Code
PART Code Description Mandatory
StatusRequirements:
PDCHG Position Description Change "Contact CPU"
PERMT Certified PermanentA 1) CP Date Calculator if employee at reduced FTE
or any Breaks in Service
PRTC Pay Rule Time Code Change A "Contact CPU"
PRTCPPay Rule Time Code Change Per
diem
P"Contact CPU"
PRTCTPay Rule Time Code Change
Temporary
M"Contact CPU"
PYNO Payroll Number Change A "Contact CPU"
SUBTC Title Subtitle Changes
A 1) PSMT Must be Completed *Contact Class and
Compensation
2) Detailed Notes on ESMT
SUPTI
Supervisor Timekeeper
Seniority Date and other
changes
1) Must be on DEPTD
SENRD Seniority Date Change 1) Must be on DEPTD
TICHTTitle Changes on Temporary
Employees
M1) Future Dated - Start of pay period
WKCYL Work Cycle Change 1) Must be on DEPTD
NPS No Posting A "Contact Class and Compensation"
POS Posting A 1) Job Posting
2) Application, Degrees, Licenses
WPLOC Work and Pay Location Update
7. Miscellaneous. (Page 2)
16 of 16